Creating and updating Organisation records for ABSTUDY and Assistance for Isolated Children (AIC) purposes 103-04010060

An Organisation record is needed to:

• make ABSTUDY or AIC payments direct to an institution, such as a boarding school or a hostel, or
• raise an ABSTUDY or AIC Organisation overpayment

Organisation records for education institutions are found in Environment B. Once an Organisation record exists in Environment B, overpayments may be raised against the education institution in the Debt Management and Information System (DMIS).

To find out if details of an institution already exist:

• Key ON (Organisation Name Search) in Nxt: and select [Enter]
• A search can be conducted by coding either:
  • the exact full name in the Organisation Name: field, or
  • a partial name in the Organisation Name: field, with an asterisk '*' at the end (the '*' acts as a wildcard and searches for matches that are close to what was entered), or
  • part of the institution's name a key word in the Keywords: field (this works the same as a wildcard search)
• Select Continue

The Organisation List (OL) screen displays any matches that are found.

There may be multiple records for the same institution. If this is the case, choose the record that displays CEP in the Stakeholder column.

Select the appropriate organisation and select Continue.

The Organisation Details (ORD) screen will display. The record should display AEP in the Service Reasons field. Check all details to make sure the correct record has been found.

If necessary, repeat the search to find the correct education institution Organisation record.

Is the correct record found?

• Yes, to update:
  • contact details, go to Step 8
  • bank details, go to Step 10
• No:
  • go to Step 5
  • go to Step 4

When the correct Organisation record cannot be found on the Organisation List (OL) screen, a new Organisation record must be created.

Gather as much information as possible about the Organisation, including:

• postal and street addresses
• phone number
• Australian Business Number (ABN)
• email address
• contact person details, if available
• boarding fees for the relevant year (for Hostels and Boarding Schools), and
• organisation bank account details can be obtained using the Education or board provider bank details - ABSTUDY/Assistance for Isolated Children (SY116) form. See the Resources page for a link to the form available on the Services Australia website

Send a Fast Note to the relevant Processing team for creation of the record. Include the reason for the record creation and any further actions required:

• ABSTUDY:
  • Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > Update > ABSTUDY action requests > Confirm
  • Add 'URGENT' keyword
• AIC:
  • Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC update action required > Confirm

Procedure ends here.

When the correct Organisation record cannot be found on the Organisation List (OL) screen, a new Organisation record will need to be created.

Before creating a new Organisation record, make sure that a thorough search for the education institution record has been done.

Contact the institution to obtain:

• postal and street addresses
• phone number
• Australian Business Number (ABN)
• email address
• contact person details, if available
• boarding fees for the relevant year (for Hostels and Boarding Schools), and
• organisation bank account details can be obtained using the Education or board provider bank details - ABSTUDY/Assistance for Isolated Children (SY116) form. See the Resources page for a link to the form available on the Services Australia website

Go to Step 6.

To create a new Organisation record:

• Key SVORG in the Nxt: field and select [Enter]
• On the Organisation Name (ON) screen, complete the following fields:
  • Organisation Name: key the full name of the education institution
  • Stakeholder Code: CEP (Centrelink Education Payment)
  • Activity: Add
  • Svc Rsn: AEP (CEPS Education Payment)
  • Complete the Source and DOR fields as appropriate
  • Select Continue
• A message should appear - 'I046CU - No records found meeting the search criteria':
  • Key AO in the Nxt: field, and
  • Select [Enter]

The Add Organisation (AO) screen will display, complete the following fields:

• The Business Name and Trading name fields will default to the institution's name, only amend if needed
• Add the institution's Australian Business Number (ABN)
• Add the institution's physical and postal addresses
• Add the institution's email address
• Add the contact person details and their position. Coding of the Position field is mandatory
• Add the phone number and follow up with institution if it is not given
• Add the fax number, if given
• Add the email details of the contact person/institution
• Select Continue

The Organisation Task Selector (OTS) screen will display.

The following selections will be defaulted by the system:

• OSCS Organisation Contact Detail (Name/Phone/Address/Email)
• OSAS Organisation Service Agreement Summary
• OSBS Organisation Service Bank Details

Note: if the above screens are not defaulted by the system, select them within the Organisation Task Selector.

Select any other screens within the Organisation Task Selector that need updating (normally the default screens will be sufficient), then select the Complete Activity screen.

The Reference Numbers (NU) screen must be coded with the organisation's ABN if not already coded via the Add Organisation (AO) screen.

Select [Enter] to progress through the screen flow. Manually go to the NU screen if needed before the activity is completed.

If contact details are required or updates needed, select Add Contact from the Organisation Contact Summary (!OSCS) screen:

• Key in the contact person's details on the !OSCD screen
• Select AEP in the Service Reasons field and select Continue
• Complete the Contact Phone Details (!OSPD) and Contact Address Details (!OCAD) screens as needed and select Continue

If:

• creating a new record, go to Step 9
• bank details require updating, go to Step 10
• no further updates are required, procedure ends here

On the Org Service Agreement Summary (OSAS) screen:

• Select the line containing the AEP code in the Svc Rsn field by coding S next to it and select [Enter]
• Enter I in the Action field on the Org Service Agreement Details (OSAD) screen and select [Enter]
• On the Org Service Fee Details (OSFD) screen, make sure the Fee Code field defaults to Z. Enter I in the Action field and select [Enter]

The Org Service Bank Summary (OSBS) screen will need updating if payments are to be made to this institution.

Organisation bank details should only be updated when correspondence has been received from the organisation in the form of:

• an Education or board provider bank details - ABSTUDY/Assistance for Isolated Children (SY116) form
• verbal contact, or
• an email

If correspondence has been received, on the OSBS screen:

• select the line containing the AEP code in the SVS Rsn field by coding S next to it. Select [Enter] to be taken to the Org Service Bank Details (OSBD) screen and key the following fields:
  • Start Date: enter the start date required
  • End Date: leave blank
  • Service Reasons: enter AEP (CEPS Education Payment)
  • Financial Inst Code: enter the provider's BSB number
  • Account Number: enter the provider's bank account number
  • Abbrev Account Title: enter the provider's bank account name
  • Account Title: enter the provider's bank account name
  • Report Delay Code: enter DLY (daily)
  • enter the Source and DOR as required
  • Action: enter ‘I’nsert
  • select Continue
  • check the details are correct
• Finalise the activity on the Assessment Results (AR) screen

If:

• creating a new record or adding an ABN to the record, go to Step 11
• no further updates are required, record details in a DOC. Procedure ends here

Update the Reference Numbers (NU) screen with the organisation's ABN, if not already coded via the Add Organisation (AO) screen:

• Enter the code ABN in the Organisation/Type field
• Enter the 11 digit ABN in the Reference Number field and select Continue

When a school or hostel Organisation record is created or updated, it may also need equivalent action for that organisation Institution ID in the RDF. The ABSTUDY Payment on Advice (PoA) process and School Term Allowance (STA) attendance checks need the school or hostel to have an accurate Institution ID code in the RDF.

Is the Organisation record being created or updated to allow delivery of ABSTUDY or AIC entitlements to a school, hostel or organisation?

• Yes, see Table 2
• No, procedure ends here